To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution Waiving Formal Written Bidding Requirement on the Basis of Sole Source and Approving an Equipment and Services Acquisition Agreement with Landscape Structures, Inc., for the Plum Creek North Park Project [Location: 2225 Emerald Drive]
Body
________________________________________________________________________________
Executive Summary
Castle Rock Parks and Recreation is seeking Town Council approval of a Resolution waiving formal written bidding requirement on the basis of Sole Source and approving an Equipment and Services Acquisition Agreement with Landscape Structures, Inc., for playground equipment for the Plum Creek North Park Project in the amount of $352,341.88, plus a 10% Town-managed contingency in the amount of $35,234, for a total contract authorization of $387,575.88.
Parks, open space and trails located within the Town of Castle Rock contribute to the quality of life and enhance community character. The Plum Creek North Park Project was identified as a priority in the Parks and Recreation Department 2019-2024 Capital Improvement Plan. The new park will feature a parking lot, half-court basketball, a shade structure, a plumbed restroom building, pickleball courts, plazas areas, seating, two playgrounds, a boulder play structure and bocce ball courts (Attachment A).
Through the design process, it was determined that Landscape Structures would be able to provide the most suitable equipment for the playground design. Landscape Structures will offer products unique in nature and will allow for standardization with existing equipment at other Town parks. Purchasing the playground equipment directly will reduce project costs.
History of Past Town Council, Boards & Commissions, or Other Discussions
On May 17, 2023 the Parks and Recreation Commission unanimously endorsed awarding Colorado Designscapes Inc. the construction contract for the Plum Creek North Park Project and approved the additional project costs as outlined, including costs associated with this equipment and services acquisition agreement to purchase playground equipment from Landscape Structures.
Budget Impact
This agreement has been sole sourced according to the Town’s Purchasing Policy as the vendor Landscape Structures offers a product unique in nature and will allow for standardization with existing equipment at other Town parks. In addition, due to Town’s registration to cooperative purchasing through Sourcewell, the purchase will receive an additional discount, which is only available if the Town purchases the equipment directly. This expense has been budgeted and will be funded through the Parks and Recreation Capital Fund Account (130-5275-452.75-21) in the amount of $352,341.88, plus a 10% Town-managed contingency in the amount of $35,234, for a total contract authorization of $387,575.88.
Staff Recommendation
Staff recommends approval of the Resolution.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternative Motions
“I move to approve the Resolution as introduced by title, with the following conditions: (list conditions).”
“I move to continue this item to the Town Council meeting on ___date to allow additional time to (list information needed).”
Attachments
Resolution
Sole Source Justification Form
Equipment and Services Acquisition Agreement
Attachment A - Park Master Plan